Installation and Configuration Manual

SharePoint ShortUrl 2007 (V5) Manual

IMPORTANT YOU MUST READ AND AGREE TO THE TERMS AND CONDITIONS OF THE LICENSE BEFORE CONTINUING WITH THIS PROGRAM INSTALL. Cirrus Soft Ltd End-User License Agreement ("EULA") is a legal agreement between you (either an individual or a single entity) and Cirrus Soft Ltd. For the Cirrus Soft Ltd software product(s) identified above which may include associated software components, media, printed materials, and "online" or electronic documentation ("SOFTWARE PRODUCT"). By installing, copying, or otherwise using the SOFTWARE PRODUCT, you agree to be bound by the terms of this EULA. This license agreement represents the entire agreement concerning the program between you and Cirrus Soft Ltd, (referred to as "licenser"), and it supersedes any prior proposal, representation, or understanding between the parties. If you do not agree to the terms of this EULA, do not install or use the SOFTWARE PRODUCT. The SOFTWARE PRODUCT is protected by copyright laws and international copyright treaties, as well as other intellectual property laws and treaties. The SOFTWARE PRODUCT is licensed, not sold.

Page ii

© 2010-2014 SharePoint ShortUrl (CIRRUS SOFT LTD). All rights reserved.


Page iii

(V5) ©2010-2014 SharePoint ShortUrl (CIRRUS SOFT LTD). All rights reserved.

Version History

Change Record

Date Author Version Change reference

2010, August SharePoint ShortUrl

1 Initial Release for SharePoint 2007

2011, January SharePoint ShortUrl

2 SharePoint ShortUrl for SharePoint 2010 release ShortUrl Event Receiver (ShortUrl link to content will work even if items properties are changed) ShortUrl Presence WebPart Office Web Apps ShortUrls (if installed)

2011, July SharePoint ShortUrl

3 Fix for issues with Anonymous Access Fix for issues with AAM

2012, January SharePoint ShortUrl

4.0 Shorten Everything Feature Misc. bug fixes and improvements

2012, June SharePoint ShortUrl

4.1 Allow for ‘-‘ and ‘_’ to be contained within ShortUrls Browser compatibility fixes

2012, November SharePoint ShortUrl

4.2 Fix ShortUrl Timer Job deployment to Web Application Fix Office Web Apps ShortUrls within folders Shorten Everything Feature improvements

2013, March SharePoint ShortUrl

5 SharePoint ShortUrl for SharePoint 2013 release Show/Hide Create ShortUrl to any Link from Site Actions Show/Hide Copy OWA (Office Web Apps) ShortUrls from an Items Context Menu Ability to create multiple ShortUrl's for content direct from ShortUrl page (previously had to be done via ShortUrl List) Misc. bug fixes and improvements

*All ShortUrl features are included in each compatible release for SharePoint 2007-2010-2013. Office Web Apps features is not compatible with SharePoint 2007.

Current Version for SharePoint 2007

Name Version Approved Compatibility Date

SharePoint ShortUrl V5

SharePoint ShortUrl WSS 3.0 & MOSS 2007 (32 & 64 bit systems) 2013, March


Page iv


Table of Contents

1 Introduction .............................................................................................................. 1

ShortUrl Benefits and Features .................................................................................................... 1

2 SharePoint ShortUrl for SharePoint 2007 Installation ............................................... 2

Installing SharePoint ShortUrl ...................................................................................................... 2

Activating ShortUrl in Central Administration .............................................................................. 5

Activating ShortUrl Features for a SharePoint Site ....................................................................... 6

ShortUrl Uninstallation ................................................................................................................ 6

3 SharePoint ShortUrl Usage Instructions .................................................................... 7

SharePoint ShortUrl Features Overview....................................................................................... 7

How to Create a ShortUrl – Accessibility ...................................................................................... 8

How to Create a ShortUrl – ShortUrl Creation Screen ................................................................ 10

ShortUrl Administration and the ShortUrl List............................................................................ 11

4 SharePoint ShortUrl Support .................................................................................. 12


Page 1


1 Introduction SharePoint ShortUrl allows the creation and use of vanity and shortcut hyperlinks. Too often and especially with large complex installations, the structure of a SharePoint site collection can lead to enormously long hyperlinks, which makes for ugly and error prone hyperlinks. For example, compare the following hyperlink to a folder in a document library: https://yoursite/clients/abc%20company/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2fclients%2fabc%20company%2fShared%20Documents%2fClient%20Requirements&FolderCTID=&View=%7b80C76B49%2dFA92%2d490E%2dAFBF%2d8A07F9C73CCE%7d When you use SharePoint ShortUrl, it can also be shortened to: https://yoursite/clients This makes emailing the link, putting it into documents or even saying it over the phone a much simpler and less error prone. Using SharePoint ShortUrl a shortened hyperlink can be created to any Page, List Item, Document and View within SharePoint. Also to any external Url - including ftp and mailto. With SharePoint ShortUrl you can create ShortUrl’s directly from the Site Actions Menu and/or any List/Library items Context Menu. If a ShortUrl has already been created, you can instantly copy to the clipboard, email the link directly (the link will be opened in your email client) and edit the shortened hyperlink. All the ShortUrl’s are stored in a regular SharePoint List at the root Site of the Web Application to which it is activated. This allows for all of the standard List functionality of audit trails, workflow, security permissions, item approval and so on.

ShortUrl Benefits and Features

One of the great selling points of SharePoint for an organisation is the ability to keep documents and information centrally and the supporting mechanism for this is to send hyperlinks to colleagues and clients. By having a cleaner way to manage lengthy hyperlinks, you will gain a very significant productivity improvement with hardly any effort or expense.

• Create ShortUrl’s for any Page, List Item, Document, View and External links. • Unlimited Shortened Hyperlinks. • Easy, instant access via Site Actions and Items Context Menu. • Add multiple ShortUrls to the same Url. • Open email client with ShortUrl for sending. • Date expiry for short lived Hyperlinks. • Hyperlink ownership for audit trails. • ShortUrl links click counter on list. • Very easy to install (Installer provided). Very easy to use, no training required. • Tightly integrated with SharePoint. • Improves productivity. • Automatic Creation of ShortUrl’s Feature.


Page 2


2 SharePoint ShortUrl for SharePoint 2007 Installation

Installing SharePoint ShortUrl Installation of ShortUrl is a simple affair and can normally be completed by a SharePoint Administrator in a matter of just a few minutes. ShortUrl is provided as a very lightweight, deployable solution file (WSP) and accompanying codeplex Installer to make the installation process as simple as possible. You will have received a zip file which when extracted, will contain a folder named Installer – open the ‘Installer’ folder and run the ‘setup.exe’ (You may be required to right click and ‘Run as administrator’). This will initiate installation wizard.

Click on the “Next” button. This will perform a system check and indicate whether all the pre-requisites for installing the solution are present on the server or not. On successful completion of the System check, the wizard displays a message “All checks succeeded. Please click Next to proceed with installation.”


Page 3


Click on the “Next” button to proceed. This will bring up the EULA screen. PLEASE READ. Only if you agree- Check the “I accept the terms in the License Agreement” option and then click the “Next” button.

The next step is the “Site Collection Deployment Targets” screen. On this screen you can find all the root sites along with their child site collection listed in a tree view structure. Please select the site/site’s on which you want to deploy ShortUrl. Then click “Next”.


Page 4


The installation process will now begin (this may take some time to complete). After successful completion, Click “Next”.

The Installation process is now complete and you will receive a message with information about the Solution deployment. You may now click on the “Close” button and exit the wizard.


Page 5


Activating ShortUrl in Central Administration

Once the deployment is done successfully, you must now Activate ShortUrl from the Central Administration site. Browse to Application Management, Select ‘Manage Web application features’ .

Select the desired Web Application you which for ShortUrl to be available.

Find SharePoint ShortUrl on the list and click Activate. Once the solution is deployed and activated, you can exit the Central Administration console as all the following steps will occur through the SharePoint user interface. Installation now is complete!


Page 6


Activating ShortUrl Features for a SharePoint Site In common with other Solutions and Features in SharePoint, they can be turned on or off on a site by site basis. To do this, in each site that you want to use ShortUrl Features, select Site Actions > Site Settings > Site Actions and choose Manage Site Features. Click Activate on the appropriate ShortUrl Features that you require. SharePoint ShortUrl is now active for this Site!

ShortUrl Uninstallation To uninstall the ShortUrl Solution re-run the setup.exe and follow the uninstallation wizard on screen instructions.


Page 7


3 SharePoint ShortUrl Usage Instructions

SharePoint ShortUrl Features Overview SharePoint ShortUrl is Feature Packed! On installation 4 features are enabled and available to be activated, as required, within your Site.

Feature Description Table

Feature Name Description

ShortUrl Activation This Feature allows the creation of ShortUrl’s directly from the Site Actions and Item's Context Menu within this Site. Create ShortUrl's to Documents, Pages, Lists. This Feature must be Activated in order for any of the other ShortUrl Features to work!

ShortUrl Event Receiver Activate this Feature to automatically create ShortUrl's for any newly created List and/or Library Items. This will also update the ShortUrl if an Item's Properties are modified.

ShortUrl Presence Web Part

Activate this Feature to add the ShortUrl Presence Web Part for selection to include within your SharePoint pages. When inserted this will display the ShortUrl, with options, for any site pages that a ShortUrl has been created. Add Web Parts > Custom > ShortUrl Presence WebPart

ShortUrl Shorten Everything!

Activate this Feature to automatically create ShortUrl’s for all content within this site. This Feature will automatically go through all site pages (application pages not included) and list / library items to create unique ShortUrl’s for each. This Feature will run on clicking Activate. Re-run / Activate this Feature when you would like to update new Site changes with ShortUrl’s.

ShortUrl Show Create ShortUrl

This Feature allows the creation of ShortUrl’s to any specified URLs directly from the Site Actions within this Site.


Page 8


How to Create a ShortUrl – Accessibility

Once you have Activated the ShortUrl Feature to the required SharePoint Site; SharePoint ShortUrl allows users to create a ShortUrl in a number of different ways.

• ShortUrl to the current page that you are browsing. From the Site Actions menu select “ShortUrl this page”

• ShortUrl to any external Web Site, http://, ftp://, Mailto: link From the Site Actions menu select “Create ShortUrl”

*’ShortUrl Show Create ShortUrl’ Feature must be Activated.

• ShortUrl to a view of a Document Library or List. From the Settings page of a list or library select the ShortUrl option


Page 9


• Select the required view.

• ShortUrl to items within Libraries or lists. Directly from an item’s Context Menu within a list or library select the “ShortUrl” option

*Ensure you have also Activated the ‘ShortUrl Event Receiver’ Feature for automatic updates to your ShortUrl’s if an Items Properties are modified.


Page 10


How to Create a ShortUrl – ShortUrl Creation Screen

For each ShortUrl that is created, the user is presented with the SharePoint ShortUrl creation screen. Depending on what type of ShortUrl has been created the ‘Full URL.’ will be prepopulated with the destination link. When the “Create ShortUrl” option has been selected from Site Actions the user is able to enter any linkin the ‘Full URL.’ input.

By default a ShortUrl name is auto generated however this can be changed as required.

*Please note: ShortUrl names must have no punctuation or spaces only ‘-’ and ‘_’ are allowed; • ‘Project Document’ is not suitable • ‘ProjectDocument’ is ok • Allowed characters : ‘-’ and ‘_’

Once a ShortUrl has been saved/created the Options screen is presented. From the ShortUrl Options users can view the Url, Add More, Copy to Clipboard, Email (the ShortUrl opens in the email Client ready for sending) edit and delete. This Option’s menu can be accessed via an Items context menu by clicking ShortUrl , if a ShortUrl already exists for this Item. Options to Copy and Email are available directly from the Items context menu.


Page 11


ShortUrl Administration and the ShortUrl List

SharePoint ShortUrl works by storing data in a SharePoint List situated at the root site of the Web Application. This List is created when the ShortUrl Feature is activated on the Web Application in Central Administration. This is regular SharePoint List that allows for all of the standard List functionality of views, audit trails, workflow, security permissions, item approval and so on. The ShortUrl List is administered automatically by a timer job (This runs every day at 1am). The timer job will test each ShortUrl in turn and ensure that they resolve correctly. The timer job will also deactivate any ShortUrl’s that have expired. Expired ShortUrl’s will be redirected to a default SharePoint page notifying the user that the ShortUrl has expired.

A new ShortUrl can be created directly from the list, by adding a new item. The ShortUrl List contains the following default Columns that MUST NOT be deleted; however, you may add additional Columns as required. Below is a description of each;


Page 12


ShortUrl List Column Description Table

Column Name Description

ShortUrl The name of the ShortUrl created.

Full Url

The ‘Real’ Url that the ShortUrl redirects to. ShortUrl‘s created within your SharePoint environment are generated without being locked to the Web Application name. This is a fundamental design decision so that you can change the Web Application name and all ShortUrl’s will remain intact!

SURLStatus The Status of the ShortUrl, controlled by the Admin Timer Job. (Active – Link working | Expired – Link has expiry date and this has passed, Link goes to expiry page | No Response – Link does not resolve | External Link – The link is external from your SharePoint Sites)

Owner The User that created the ShortUrl – this is useful for audit purposes.

HitCount The amount of times your ShortUrl has been accessed.

Link:

When directly accessing the ShortUrl List you will not be able to click on the ShortUrl’s (SharePoint relative) and navigate to the destination link. The Link column with ‘OpenLink’ allows you to open these links; this is created with the ShortUrl. If you add a ShortUrl directly to the list the Link column will not automatically be populated with ‘OpenLink’, however you can add the correct destination link if desired.

4 SharePoint ShortUrl Support

Thank you for choosing SharePoint ShortUrl. If you require any further assistance please consult our online Support Centre or Contact Us. www.SharePointShortUrl.com

Installation and Configuration Manual - SharePoint...

Documents

Transcript of Installation and Configuration Manual - SharePoint...